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1 bla bla Groupware Brief Guide for OX6 Users

2 Groupware Groupware: Brief Guide for OX6 Users Publication date Tuesday, 12. July 2016 Version Copyright OX Software GmbH This document is the intellectual property of OX Software GmbH The document may be copied in whole or in part, provided that each copy contains this copyright notice. The information contained in this book was compiled with the utmost care. Nevertheless, erroneous statements cannot be excluded altogether. OX Software GmbH, the authors and the translators are not liable for possible errors and their consequences. The names of software and hardware used in this book may be registered trademarks; they are used without warranty of free usability. OX Software GmbH generally follows the spelling conventions of the manufacturers. The reproduction of brand names, trade names, logos, etc. in this book (even without special markings) does not justify the assumption that such names can be considered free (for the purposes of trademark and brand name regulations). 2

3 Table of Contents 1 About This Documentation Changes What's New Function Comparison Address Book (Contacts) Calendar Tasks Drive (InfoStore)

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5 1 About This Documentation The following information will help you make better use of the documentation. Who is the target group for this documentation? Which contents are included in the documentation? Which further help is available? Who is the target group for this documentation? This documentation is addressed to Groupware users who already worked with the previous Open- Xchange Server 6 version. Which contents are included in the documentation? This documentation includes the following information: In Changes you will learn the concept and functionality differences between the Groupware and the Open-Xchange Server 6. In What's New you will learn which functions are new in the Groupware and have not been part of the Open-Xchange Server 6. In Function Comparison you will find the corresponding Groupware function for frequently used Open-Xchange Server 6 functions. This documentation describes working with a typical Groupware installation and configuration. The installed version and the configuration of your groupware might differ from what is described here. Which further help is available? A comprehensive documentation can be found in the user instruction that is available as on-line help and as a PDF document. 5

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7 2 Changes Learn the essential differences between the Groupware and the Open-Xchange Server 6: New user interface No wizard No hovers Mini calendar Changed and obsolete views Portal squares instead of UWA modules Clear folder tree New user interface The user interface has been completely re-designed. It now follows a new concept: No wizard All essential functions that might be needed are directly accessible. The control elements now require less space. Even on end devices with a small screen there is now enough space for a clear content layout. The wizard no longer exists. Settings like setting up external accounts are directly available in the settings. No hovers The hovers no longer exist. An object's details are now available in the popup window, e.g. in a contact's halo view. Mini calendar The mini calendar below the folder tree is no longer displayed. Instead, you can now display a mini calendar by clicking on the date above the calendar sheet in the Calendar app. Changed and obsolete views Some views no longer exist, e.g. the address card view for contacts. Instead, all relevant data for an object are shown in the display area. Portal squares instead of UWA modules The UWA modules no longer exist. Instead, the portal squares can now be configured to display social network contents or RSS feeds. Clear folder tree The detailed folder tree has been replaced by an app specific folder tree. That way the folder structure is clearer as only the relevant folders are displayed. 7

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9 3 What's New Learn about the most important new functions in the Groupware: Apps instead of modules Device independent design Portal with social media integration Halo view for contacts conversation The app Drive Drag and drop for attachments Apps instead of modules The Groupware apps correspond to the Open-Xchange Server 6 modules functions. The interface now has a clearer structure. The usability has been optimized for various end devices. Device independent design The Groupware interface is automatically scaled for each device to get the best design and usability on PCs, laptops, tablets, and netbooks. Portal with social media integration The Portal not only integrates the access to all apps but also to your social media messages, e.g. on Twitter, LinkedIn, Xing. The order of the Portal squares can be changed with drag and drop. Halo view for contacts The halo view opens a popup with all relevant information about a contact: addresses, addresses, phone numbers your current correspondence with this contact shared appointments with this contact The halo view opens if you e.g.: click on an 's sender or recipient click on an appointment's or a task's participant conversation The detail view displays an with all corresponding replies. It helps keeping an overview of E- Mail correspondences with the same topic. You can edit all s of an thread at once e.g., forwarding them or moving them to another folder. The app Drive This app replaces the former InfoStore, including file versioning, sharing and publishing folders. The following functions have been added: In addition to the list view an icon view is now available. The icon view contains a small preview for many files. Displaying various Office documents with the Document Viewer Displaying pictures as slide show, playing audio and video files Drag and drop for attachments You can add a document as attachment to an or another groupware object by dragging the document from your operating system's desktop to the groupware window and dropping it there. 9

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11 4 Function Comparison Learn how to access frequently used functions of Open-Xchange Server 6 in the Groupware: Address Book (Contacts) Calendar Tasks Drive (InfoStore) 11

12 Function Comparison Function Displaying an 's content Displaying an 's source code Saving attachments Composing a new Adding an attachment to an Replying to or forwarding s Open-Xchange Server 6 Select an in the h-split or v- split view. Click on the View source button in the panel section . Select an attachment below the detail view. Click on the Save as button in the panel section Attachment. Click the New icon in the panel section New. When composing a new , click on the Add button in the panel section Attachment. Click the respective button in the panel section . As an alternative, right-click on the in one of the list views. Select the respective function from the context menu. Groupware Select an from the list. The details are shown in the detail view. Click on Actions icon in the toolbar below the menu bar. Click on View source in the menu. Click on Download below the header in the detail view. Click on Compose in the toolbar. When composing a new , click on Attachments. Click the respective icons in the toolbar. Adding an address as contact to the From the context menu, select Add in the detail view. Click the Actions Right-click on the address. Click on the name of the new contact address book to address book. icon in the pop-up. Click on Add to address book in the menu. 12

13 Address Book (Contacts) Function Comparison 4.2 Address Book (Contacts) Function Viewing details Creating contacts Editing, moving, copying contacts Adding attachments to a contact Open-Xchange Server 6 Click the Detail button in the panel section View. Select the respective panel function. Select the respective panel functions Moving can also be done by dragging a contact to a folder in the folder tree and dropping it there. When editing a contact, click on the Attachments tab. Groupware Click on a contact in the list. The details are shown in the detail view. Click on New in the toolbar below the menu bar. Click on Add contact in the menu. Click on the respective function in the toolbar. Some functions can be selected by clicking the Actions icon. Moving can also be done by dragging a contact to a folder in the folder tree and dropping it there. When editing a contact, click on Add attachments below Attachments. 13

14 Function Comparison Calendar 4.3 Calendar Function Selecting views Displaying the Detail view Creating appointments Editing appointments Adding attachments to an appointment Checking availability Open-Xchange Server 6 Select an entry in the panel sections View and Time range. Click the Detail button in the panel section View. Click the New appointment icon in the panel section New. You can also double-click on the calendar sheet or drag open an area. Click on the Edit button in the panel section Appointment. When editing an appointment, click on the Attachments tab. When creating an appointment, click on the Availability tab Groupware Click on View in the toolbar below the menu bar. Select a menu entry. Click on an appointment in the list or in a calendar view. The details are shown in the detail view or in the pop-up. Click on New in the toolbar. You can also double-click on the calendar sheet or drag open an area. Click on Bearbeiten in the toolbar or on top of the pop-up. When editing an appointment, click on Add attachments below Attachments. When creating an appointment, click on Find a free time on the right side. 14

15 Tasks Function Comparison 4.4 Tasks Function Viewing details Creating tasks Editing, copying, moving tasks Adding attachments to a task Open-Xchange Server 6 Click on the h-split button in the panel section View. Select the functions in the panel. Select the panel functions. Moving can also be done by dragging a task to a folder in the folder tree and dropping it there. When editing a task, click on the Attachments tab. Groupware Click on a task in the list. The details are shown in the detail view. Click on New in the toolbar. Click on the respective function in the toolbar. Some functions can be selected by clicking the Actions icon. Moving can also be done by dragging a task to a folder in the folder tree and dropping it there. When editing an appointment, click on Add attachments below Attachments. 15

16 Function Comparison Drive (InfoStore) 4.5 Drive (InfoStore) Function Displaying the detail view Creating folders Creating documents Adding attachments Open-Xchange Server 6 Open an InfoStore folder in the folder tree. Click on an entry in the overview window. Right-click on an InfoStore folder in the folder tree. Select New subfolder from the context menu. Select the InfoStore module. Select an InfoStore folder in the folder tree. Click the New InfoStore item icon in the panel section New. Use the File button to upload a file when creating or editing an InfoStore item. Groupware Open a folder in the folder tree. Click on a file in the display area. If no details are displayed, click on View in the toolbar. Enable File details in the menu. Click the Folder-specific actions icon next to the folder name. Select Add new folder from the context menu. You can also click on New in the toolbar. Select Add new folder in the menu. Click on New in the toolbar. Click on an entry in the menu. A file can be uploaded directly. To do so, click on Add local file in the New menu. Downloading version current Open an InfoStore item in the h-split or List view. Click the clip icon next to the document name. Click on a file in the detail view. Click the Download icon in the toolbar. 16